Academic Tenure Procedure

06 Jul 2016 15:41
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Procedures for Tenure

(revised June 9, 2015; September 9, 2014)

A. The faculty member seeking tenure must submit a tenure dossier folder to their
Division Chair by November 1 of their final probationary year (See Probationary Periods for Tenure Consideration).

Tenure dossier must include sections titled “I. General Summary” and “II. Supporting Evidence” (a third section titled “III. Other” may be included if necessary) (See Appendix G for more information). Supporting evidence should only be a compilation of Annual Reports. Annual Reports need to date back to initial hiring.

The Division Chair will make the dossier materials available to all full-time faculty members of the Division. Division members will meet no later than November 15 to discuss the application for tenure. In a secret written ballot, tenured Division members will vote either “yes” or “no” and give written reasons for their vote. A vote given without reasons will not be counted. A Divisional faculty member who is currently serving on the Promotion and Tenure Committee will vote on the application in both the Division and the Promotion and Tenure Committee. In the case where there are no eligible voters (i.e. tenured members not serving on the Promotion and Tenure Committee), the chair will collect comments but no official vote will take place.

The faculty member whose request for tenure is being considered cannot be present during a Division discussion and vote.

The Division Chair will insure and maintain the confidentiality of every ballot and keep the original ballots in a secure place.

B. The Division Chair will prepare a written report of the tenured members’ votes and their reasons. The Division Chair will also prepare their separate written recommendation supported by reasons. The Division Chair will add to the applicant’s dossier these two additional items and forward it to the Vice President for Academic Affairs by December 1.

C. The Vice President for Academic Affairs will provide the dossier and all recommendations to the Faculty Promotion and Tenure Committee by December 5.

D. The Promotion and Tenure Committee shall meet and vote on the tenure application. The chair of the committee will write a report of the vote counts and list the reasons for and against the applicant’s tenure request. The chair will add this report to the applicant’s tenure dossier and return it to the Vice President for Academic Affairs no later than January 15. A faculty member whose application for tenure is being considered cannot be present during the committee's discussion and vote.

E. The Vice President for Academic Affairs shall prepare and submit their separate written recommendation, together with all other recommendations and the dossier, to the President by February 1.

F. The President shall make a recommendation to the Board of Regents at the April meeting. The applicant will receive notification, in writing, of the Regents' decision within 15 days. If approved, tenure will become effective the following fall trimester.

An applicant not recommended for tenure at any stage of consideration will be so notified by
the Division Chair or the Vice President for Academic Affairs before the dossier and
recommendations are forwarded to the next stage. The notice will be in writing and will include reasons related to the criteria for tenure. The applicant may add a written response to a negative recommendation before the recommendation is forwarded.

An applicant may, at any stage in the procedure, submit a written request to the division
chair or Vice President for Academic Affairs withdrawing a tenure application from further
consideration. To preclude an official denial of tenure from attaching to the candidate’s
record, the written withdrawal must include a resignation effective at the close of the spring
trimester of the final probationary year.

When the President’s recommendation to be submitted to the Board of Regents is to deny
tenure, the President shall so notify the candidate by March 1.

An applicant not recommended for tenure may submit a written request for a hearing to the
Chair of the Academic Personnel Committee within 21 calendar days after receipt of
notification of the negative recommendation. This committee will not review the substantive
decision, but will review and determine only whether required procedures have been
followed. The Committee will report its findings to the VPAA.

Except for a request for a hearing before the Academic Personnel Committee, time is not of
the essence at any stage of the foregoing “Procedures for Tenure.”

Regardless of whether the faculty member requests a hearing before the Academic Personnel Committee, the faculty member may request a hearing before the Board of Regents to be conducted at its April meeting. The request for that hearing must be submitted to the President by March 31.

If the Board of Regents denies tenure, the faculty member shall be notified by registered
mail. A faculty member denied tenure shall not be employed by USAO beyond the close of
the spring trimester of that final probationary year.

Except for a request for a hearing before the Academic Personnel Committee and/or the
Board of Regents, time is not of the essence for any stage under “Procedures for Tenure.”

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